How to Bulk upload documents for data migration

How to bulk upload files to employee profiles using document folders

Bulk uploading files to employee profiles using document folders allows you to efficiently transfer multiple documents from your previous system to Leapsome. This feature is particularly useful when migrating from another platform and you need to upload past documents like reviews, offer letters, pay stubs, or certificates for multiple employees at once.

Setting up document categories

Before uploading files, navigate to Settings > Documents > Document categories to review and set up your document categories. These category names are crucial because you'll need to name your subfolders exactly as they appear in Leapsome. You can also configure visibility settings for each category to control who can view, upload, or delete documents within that category.

Organizing your files for upload

To use the folder name mapping method, organize your files in the following structure:

1. Create a main folder for each employee using a unique identifier (employee name, email, employee ID, or external ID)
2. Within each employee's folder, create subfolders that match your document category names exactly
3. Place the relevant documents in each category subfolder

For example, if you're uploading files for an employee named "Lori Snorlax," your folder structure would look like:

• Lori Snorlax (main folder)
  • Offer Letters (subfolder matching document category)
  • Past Reviews (subfolder matching document category)
  • Other relevant category subfolders

Uploading the files

Once your files are organized:

1. Compress all employee folders into a single zip file
2. Navigate to Company > Employees > '...' > 'Bulk upload files'
3. Select 'Folder name' as your mapping source
4. Choose which attribute your folder names start with or contain (employee name, email, employee ID, or external ID)
5. Check 'Map subfolders to document categories' if you want the subfolders to automatically map to your document categories
6. Upload your zip file

Review and confirm upload

After uploading, Leapsome will show you how the folders were mapped to users. You can review this mapping and make corrections if needed before confirming the upload. The system will automatically place documents in the correct categories based on your subfolder names.

Documents without a corresponding category in Leapsome

If there are documents within the folder you are uploading that are not grouped into a document category, you can select the corresponding document for the unmapped documents during the confirmation modal. 

Setting document visibility

During the upload process, you can define document visibility settings. You can choose whether managers and employees should have access to these files, providing control over who can view the uploaded documents.

File limitations and requirements

• Maximum file size per zip file upload: 2.5 GB
• Maximum file count within a zip file: 2,500
• The folder name option is available under Leapsome's HRIS function only
• Special characters are supported, including umlauts, accents, and special alphabets